Writing a Salary Negotiation Letter

When an applicant receives a job offer and is not satisfied with the salary, it is proper to send a respectful salary negotiation letter to the employer. It is recommended to take some time to consider the job offer before committing. The candidate can express gratitude for being offered the job during the interview and request a day or two to consider all the details.

​During this time, the candidate should research the average salaries for the job they are being offered. This can be done in the Occupational Outlook Handbook that is published by the U.S. Bureau of Labor Statistics or online using keywords that are related to the specific job. The candidate should have a good idea about the salary rates before writing a salary negotiation letter. ​

Negotiating a higher salary, whether for a raise in salary for people already working for a company or for a higher starting salary when a person has been offered a new job, it is not a personal request. The reason for the request should be based either on industry standards or work performance. A salary negotiation is not the place to explain about personal expenses, debt or financial requirements.​​Successful salary negotiations are not about the candidate getting as much as possible. The company should also feel that it is also getting a good deal. The candidate should not forget that they need to show that they are worth the higher salary because of the positive impact they will have on the company.

​Candidates should be aware that negotiating a higher salary could cause them to lose the job offer. If they need the job, it may be better to accept a lower salary and focus on getting raises in the future. ​​​​

The candidate has the most power between the time they have been offered a job and the time they accept. Once they accept a salary, they have very little chance of negotiating a higher one. ​

​• At the time of the interview when the employer offers the job, the candidate should not mention salary negotiations. Most employers are happy to give candidates a few days to review their options. If the employer wants an immediate answer, the candidate may want to reconsider working for that company.

• The candidate should do his or her research to determine the fair market value for the job. There are many factors including geographic, industry norms, economic and specific factors for that particular company such as benefit packages.

• Once the candidate has all the knowledge necessary, they should not hesitate to send a salary negotiation letter. Most candidates don’t take this step, but four out of five companies will give a higher salary if it is requested in the right way.

• When asking for a higher salary, the candidate can also show how he or she will be worth the extra salary through higher sales, better efficiency or productivity.

• If the salary is not negotiable, the candidate can negotiate for other things that increase the salary such as paid vacations, moving expenses, performance bonuses or a shorter review time before the next salary raise.

Here is a sample salary negotiation letter. It should be written in formal business-style and sent by certified mail. It should not be handwritten or sent by email. ​

Name of Employer or Human Resources ManagerName of CompanyAddress of CompanyCity, State, Zip Code

Dear Name of Employer or Human Resources Manager:

I was very happy to receive your offer of employment as Head of Waste Management for Name of Company. Your environmental practices are the best in the state, and it was enlightening and enjoyable to meet your team and see your facilities.

After taking the time to consider your offer, I am concerned about the salary you offered as it is lower than I had anticipated. Since I have worked for the Name of City in waste management for the past five years and started several programs including handling plastic water bottles and food waste recycling, I believe I can be an asset to your company. Environmental protection is my passion and even in my free time I help smaller recycling centers become more efficient.

I would very much like to work for your company because I see that your practices are the way forward in the area of environmental sustainability. I would appreciate it if I could arrange an appointment with you to discuss the salary further. I will call you next week. I can be reached at Phone Number or at Email Address.

Thank you again for offering me the job. I’m sure we can reach a mutually satisfactory agreement.